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Message for Civil Rights Administrators, Affirmative Action Officers, Human Resources Personnel and Payroll Officers ...
The end of the fiscal year is fast approaching and with it – the end of the Affirmative Action/EEO reporting period. Now is the time to begin validating agency data to ensure the accuracy of your reports and any information you may extract from PeopleSoft. The reports/queries listed below can be run at any time throughout the year and as many times as an agency feels necessary.
Affirmative Action Officers will need to have their HR personnel run these reports and queries for you if you do not currently have access to PeopleSoft HR functions. If your agency HR services are provided by OPM or OSF, you will need to contact your liaison to provide your information. They can run all of these reports and send them to you for validation.
Please ensure that Brenda Thornton has correct AA/EEO Officer contact information on file for your agency. If you should have any questions regarding completing your AA/EEO plans, please contact Brenda Thornton at OPM (405) 521-3082. If you need any assistance with the reports/queries, contact the CORE team; to open a case, contact the OSF Help Desk at (405) 521-2444 or (866) 521-2444 or firstname.lastname@example.org.
On Saturday, Feb. 27 the technical team is changing the URLs (or Web addresses) to the PeopleSoft applications. This will be a seamless process to the users, with exception of the users that have set the PeopleSoft login links as Favorites/Bookmarks. If you have set these locations as Favorites/Bookmarks, you will need to updates your Favorites/Bookmarks to go to the new link once the change has been made.
Users will be able to access the PeopleSoft applications for about 30 days using the old links. After that time, the old links will no longer work.
The following is a list of the links that will be active after Feb. 27. At that time, CORE users are should change your Favorites/Bookmarks to the active links in order to access these locations. All links below open in a new window.
This URGENT message is for all agency personnel involved with processing Voluntary Buy Outs and Retirement Personnel transactions.
As voluntary buyout offers from agencies are becoming more widespread, we want to be sure everyone is aware of the applicable law regarding longevity payments and how they relate to retirement benefit calculations and contributions.
On the voluntary buyout (VOBO) packages, a typical component is to pay (in addition to other things), an amount equal to what a full longevity payment would have been. So, instead of a (usually) pro-rated payment that we at OPERS see on regular retirements - with the mandatory contributions withheld - agencies are "rounding up" and paying an amount equal to what the next full longevity payment would be. It is becoming apparent that agencies are not being instructed to pay retirement contributions on the amount the partial longevity would have been, and to pay no contributions on the balance of the longevity payment. Rather, they have been told to pay the entire amount as a severance payment. This is contrary to state statutes and our administrative rules, and will result in retirement contributions not being withheld and remitted. In addition, those employees who are retiring at the point of a full longevity payment are missing out on an increase to their final average compensation for retirement calculation. Their retirement benefit will be lower.
Retiring state employees have a statutory right to a pro-rated longevity payment under 74 O.S. Sec. 840-2.18(H). So, retiring employees accepting a VOBO are already legally entitled to the pro-rated payment. It actually should not be confused with the severance package. Further, pursuant to 74 O.S. Sec 902 (9), “compensation” means all salary and wages, as defined by the Board of Trustees…" The Board has defined salary and wages in the OPERS rules to include "any longevity payments made to employees based upon a standardized plan which recognizes length of service to an employer.” OAC 590:10-5-8(b)(1).
Fortunately the payroll codes for both the pro-rated longevity and the additional difference already appear to exist in your system. So, in practical terms, it seems agencies need to simply code the partial amount as a regular "longevity" payment and the remainder as "longevity severance."
The January group of retirees has a large number of voluntary buyout participants, especially for large agencies like ODMHSAS and OJA.
This issue is now very time sensitive as those employees are off payroll and agencies are NOW processing final payments including the VOBO payments.
For Those employees accepting a VOBO and retiring their longevity payout is to be allocated between two TRC codes. LONGO will be used to enter the retiree’s regular prorated longevity amount. LONGS will be used to enter the retiree’s prorated severance amount.
Effective Dec. 21, 2009, the Direct Deposit page in PeopleSoft HCM will look different due to Tax Updates that were put into production. The Direct Deposit screen has been changed to accommodate new rules regarding International ACH Transactions. At this time, the International Direct Deposit is not available for use in HCM. Information will be forthcoming when it is available.
Direct Deposit page BEFORE Tax Update change:
Direct Deposit page AFTER Tax Update change:
The Bank ID should be entered in the first box, ‘Your Bank Information,’ while the rest of the bank information will be entered in the second box, ‘Distribution.’ Please do not click on the ‘International ACH Bank’ or it will error out and will not save. Also, the Distribution box contains an ‘Amount’ box which should not be used. Although the screen has changed, the functionality remains the same.
If there are further questions, please contact the Service Desk at (405) 521-2444 or 1-866-521-2444 or by e-mail at HelpDesk@osf.ok.gov.
The CORE HCM Team has created 4 new queries. These queries were originally created to help agencies moving to biweekly but are very useful tools for everyone.
The queries and data they report on are below:
Effective Monday, Nov. 9 2009, the TRC Code AWOL will be available for use and is synced up with the Earnings Code AWL that docks an employees pay by reducing from REG hours. This TRC Code is replacing LWOPU (Unauthorized LWOP), which basically does the same thing except LWOP has an administrative meaning that the employees absence without pay has been approved, where AWOL carries the administrative meaning of un-approved absence without pay. For the positive pay/hourly employees where a company needs to keep track of employees unexcused absence the TRC Code to use is AWOLH which is synced up with the Earnings Code AWH. This code, AWOLH, does not reduce hours/pay, it is only used for recording purposes.
Reminder - These codes will not be in effect until Monday, Nov. 9 2009.
Based on change made to State Statute 74-840-2.15, which states in part: "An employee receiving compensatory time under the provisions of subsection A of this section shall be permitted to use accrued compensatory time within one hundred eighty (180) days following the pay period in which it was accrued …"
Until further notice, all Compensatory Time must be entered into the PeopleSoft system on the last day of each pay period allowing the DUR date in the Comp Time Plans to be equal to the Pay Period End Date. When entered this way, the 180 day time period before payout/time lost will start calculating against the correct date.
This year is no different than any other year when it comes to FY changes. The schedule below is to make everyone aware of the scheduled up-coming changes to employee Job Data in the PeopleSoft system, and how it relates to your daily operations. Please keep in mind the scheduled dates coincide with the multiple payroll processing dates.
Thursday, 25 June 2009 – Starting at 5 p.m., end users will be locked out. A backup of the production environment will be taken and Mass Update will run inserting July 1, 2009 effective dated job rows for employees fitting the criteria for minimum wage salary increases pursuant to Title 74, Section 840-2.16. The HCM HR group will be contacting agencies with additional information pertaining to employees affected by this increase. The HCM System will be available Friday, June 26, 2009, at 8 a.m.
Saturday, 27 June 2009 – Starting at 6 a.m., end users will be locked out of the PeopleSoft system. A backup of the production environment will be taken and the FY Combo Code Update processes will be run inserting July 1, 2009 effective dated Job rows for all employees (excluding Agency 160) updating Job Earnings Distribution data with the new FY 10 valid Combo Codes. This process also updates any Additional Pay rows of data that has FY 09 Combo Codes associated with them. The HCM System will be available Monday, June 29, 2009, at 8 a.m.
**Friday, 17 July 2009 - Starting at 5 p.m., end users will be locked out. A backup of the production environment will be taken and Mass Update will run inserting July 24, 2009, effective dated job rows for employees fitting the criteria for these minimum wage increases. The HCM HR group will be contacting agencies with additional information pertaining to employees affected by this increase. The HCM System will be available Monday, June 20, 2009, at 8 a.m.
Due to the schedule above:
NOTE: End users will be made aware of any changes to the above schedule well in advance.
Effective immediately, (Jan. 7, 2009) the payroll process, ;Run Second PY to AP Process;, (Step 40 on the Main and Supplemental Payroll Processing Steps), will no longer be run by each agency. Step 40 will now be run for every agency on a nightly basis and the vouchers will be available for batch processing in Financials the following day.
Other than Step 40, none of the other payroll or AP processing steps and procedures currently in place at each agency will be affected.
Step 40 has been removed from the Payroll Processing Steps checklist. The updated checklists will be available on the CORE Web page as soon as possible.
Miscellaneous withholding claims will be paid using a regular voucher (15A claim form). The required fields for these payments are Business Unit, Account, Fund, Class and Budget Reference. The department field should be left blank. The following crosswalk defines which Account is to be used in relation to the current FAAC code.
Miscellaneous withholdings are currently paid from the 99x fund. The agencies use the following account (FAAC) lines.
The payments will use the following Account numbers:
For example, in the ICS system, the payment of Credit Union withholdings is paid using OSF Form 14 and coded with the following:
In the CORE system, the claim is made using OSF Form 15A and coded with the following:
This message is for the HR Professionals (Revised: May 1, 2008)
Effective May 1, 2008, we have revised the process to terminate an employee. The step to insert a NBP Benefits Program Participation row has been discontinued. This practice often caused issues when a resignation turned out to be a transfer, and the employee should have continuing benefits. It has been determined that entering the NPB benefit row does not really add value in the case of an employee who leaves state service.
The Office of Personnel Management sent an All Appointing Authorities memo today regarding the adjustment to Classified Pay Bands and Minimum Pay Rates for State employees. As CORE prepares to automate many of these increases, and in order to facilitate EEO and Affirmative Action Reporting, the CORE Team is requesting that all agencies hold any transactions effective July 1, 2008 or later until our processing is completed.
Additional information will be sent shortly regarding the schedule along with a list of employees who will be affected by these changes. If you have any questions, please call the OSF Help Desk at (405) 521-2444 or 1-866-521-2444 or by e-mail at HelpDesk@osf.ok.gov.
This message is for all HRMS users. The HRMS Team is offering another Brown Bag meeting to address your questions, issues and concerns. In the past, these events have been well attended. It is a 'just-show-up" event. No registration is required. Please review the topics to be discussed, and let us know if you have additional issues to add to the list.
WHAT: HR Brown Bag Lunch
WHEN: 11 a.m.-1 p.m. on Thursday, May 29, 2008
WHERE: Office of Personnel Management
Jim Thorpe Building
2101 N. Lincoln Blvd.
OPM Conference Room #560 - Fifth Floor
The HRMS team has completed loading Employee Insurance Benefits. You may begin your January payrolls and start posting time in weekly elapsed time for January. If you have any questions, please call the OSF Help Desk at (405) 421-2444 or 1-866-521-2444, or by e-mail at HelpDesk@osf.ok.gov.
DO NOT start your January payrolls. The HRMS Team needs to load and verify the process for Employee Insurance Benefits. The tentative date for the loads to be completed is by the end of next week, or Friday, Jan. 18, 2008. A communication will be sent informing everyone when January 2008 payrolls can be started.
Do not post anything in weekly elapsed time for January until after the communication informing you that payrolls can be started has been sent.
* Remember that ALL DECEMBER 2007 payrolls (main, sup, and off cycle) must be completed by Wednesday, Jan. 9, 2008.
If you have any questions, please call the OSF Help Desk at (405) 521-2444 or 1-866-521-2444 or by e-mail at HelpDesk@osf.ok.gov.
Effective Thursday, Aug. 30, 2007, the Establishment ID field on the Job Data>Work Location Page has been made a required field. In order to save any updates to Job Data, the Establishment ID field MUST now be populated.
Agencies need to ensure that when updating or creating a Location Code, the Establishment ID is associated with each Code.
CORE has identified those employees whose Job Data records were missing an Establishment ID value in production and updated those records.
Change 1 – Step 4A of ‘Off-Cycle Processing Steps’ is deleted. When processing ‘Off-Cycle’ payrolls there will be no need to run ‘Update Tax Method(0305)’. This process has been included in the job stream when you run Pay Calculation. The Trace Log resulting from this process will read (for your review) any rows of data where the Tax Method was changed to ‘Aggregate.’ Your navigation path, for running calculations, will now look like the following:
Compensate Employees > Manage Payroll Process(US) > Process > Pay Calculation(0346)
Change 2 - During the ‘On-Cycle’ payroll processing the Pay Calculation processes (Preliminary Calc and Final Calc) will include the Update Tax Method process in the job stream. The Trace Log resulting from this process will read that this run is an on-cycle and no updates were required. Your navigation path for running calculations will now look like the following:
Compensate Employees > Manage Payroll Process(US) > Process>Pay Calculation(0346)
Change 3 – Additional steps have been added to both the ‘Main Supplemental’ (Steps 9B and 14A) and ‘Off-Cycle’ (Step 7A) of the Payroll Processing Steps. These steps require the running of the GO_PAY_TIME_BY_PAY_PERIOD query which will list any Time and Labor data that was rejected by payroll due to the running of the prior calculation.
NOTE: Training manuals are being updated.
The PeopleSoft HRMS system will be shut down for year end updates at 2 different times in 2 weeks.
The first shut down begins at 5 p.m., Tuesday, July 3 until noon, Thursday, July 5. This shut down is necessary to perform the following changes:
Additionally, the HRMS System will also be shut down beginning at 4 p.m. on July 11 for the mass update for minimum wage changes. The system will be available the next day at 7 a.m. for normal business processing.
Please mark your calendars and plan your work accordingly. If you have any questions about the new processes or shut down times, please contact the Help Desk at (405) 521-2444 or by e-mail at HelpDesk@osf.ok.gov.
In accordance with the All Appointing Authorities memo OPM 07-28 dated June 14, 2007, 3 types of employees will be receiving a salary increase in July:
The CORE Team has identified groups of employees that will be automatically updated. We will send you a list of the employees that will be updated automatically by CORE and a list of the employees that you will need to manually update.
For the employees that are effected by the Classified Pay Band minimum or the state employees minimum wage and can be updated automatically, the PeopleSoft mass change will occur on Wednesday, July 11, 2007, with an effective date of July 1, 2007. For these employees, you will need to have all actions with an effective date of June 30, 2007, or before entered by Monday, July 9, 2007.
Due to various updates by PeopleSoft, the following page changes will be in place by Monday, April 30, 2007.
When a process is run there is a hyperlink at the bottom of the Process Monitor page stating “Go back to ……….” If the user needs to run the same process again, then clicking on this hyperlink will take the user back to the process page for processing again.
Home > People Tools > Query Manager > Use > Query Manager
When queries have been run and the information is ready to download to a spreadsheet, there are now two (2) choices of Excel, the Excel97 Spreadsheet and Excel2K Spreadsheet. The Excel2K Spreadsheet requires less formatting of the information. For large queries, it is recommended that using the CSV Text File option to download the file to Excel will avoid the download from timing out. To use the CSV option, click on the CSV Text File link. A File Download window will open; select the “Open” push-button. Another File Download window will open, and again select the “Open” push-button. The query results will open in Excel.
Home > Compensate Employees > Maintain Payroll Data(US) > Use > Employee Tax Data
On the Federal Tax Data tab, under the Effective Date line, a check box has been added for “Always Create W2 for NQDC Rptg.” Do not click this box since it applies only to Pennsylvania.
Also on the Federal Tax Data tab, under the Special Tax Withholding section, the radio button for “Do Not Maintain Taxable Gross and Do Not Withhold Tax” has been moved from the middle of the line to the left under the “None” radio button. This radio button that has been moved should never be selected. Please remember that if an employee chooses the exempt status, then select the radio button for “Maintain gross; FWT zero unless specified in ‘Additional Withholding’ below.”
On the State Tax Data tab, under the State Information section, one check box (Exempt from SUT) and one dropdown (SDI Status) have been moved from the bottom of the page to this section. Please continue to check only the “Resident” and “UI Jurisdiction.”
Also on the State Tax Data tab, under the Special Tax Status section, the radio button for “Do Not Maintain Taxable Gross and Do Not Withhold Tax” has been moved from the middle of the line to the left under the “None” radio button. This radio button that has been moved should never be selected.
The State Tax Data tab will contain a new section titled “State Withholding Elements” which now contains the SWT Marital/Tax Status, Withholding Allowances, Additional Amount, Additional Percentage and Additional Allowances.
If you have any questions regarding these changes, please notify the Help Desk at (405) 521-2444 or 1-866-521-2444 or by e-mail at HelpDesk@osf.ok.gov.
Legacy HR Access to legacy (3270) HR data has been migrated to PeopleSoft and will be available to PeopleSoft HR users as of Monday, April 23. This includes all legacy HR Transactions that were displayed on the CN screen, as of the conversion date from legacy to PeopleSoft.
The legacy HR system will be unavailable as of Monday, April 23. At that time, you will need to use PeopleSoft to access this historical data.
The navigation to this historical data is:
Home > Reports Menu > Ocp Reports > HR > Legacy Data Warehouse
There are three search options to access the legacy HR Data:
The summary page displays all transactions, for all agencies, for the employee selected.
The fields displayed on the summary page are:
You will only be able to view the details for the transactions from your agency. The transactions you have access to will have a Yellow Detail pushbutton that you click on to view the details. The Detail page displays all of the information that was on the “View Personnel Action” screen in legacy.
When the details page is viewed, PeopleSoft opens a new window. You can have several of the details pages open at the same time, if necessary. To view a different employee on the summary page, you click on the Return to Search pushbutton, as you do on all PeopleSoft pages. Also, if the employee has numerous transactions, you can use the View All hyperlink to view all of the transactions on the same page. The transactions are displayed in historical order, with the most recent on top. These pages are view only, updates are not available.
If the employee had voided transactions in legacy, these are indicated with “*** VOID” on the summary page. The detail page states “TRANSACTION VOIDED” and provides the date of the void.
If you have questions, please contact the OSF Help Desk at (405) 521-2444 or 1-866-521-2444 or by e-mail at HelpDesk@osf.ok.gov.
The code for Annual Leave Payout has changed.
For all agencies that do NOT use PeopleSoft to manage annual leave balances the TERM code has been replaced with TERPO. This is to be used for payout of annual leave balances. You will no longer find TERM in your list of valid TRCs for salaried but will now have TERPO. This new code still requires the annual leave payout to be posted in hours and the correct amount to payout will be passed to payroll.
Does your agency use PeopleSoft to manage annual leave balances? Then only use TERM to process annual leave payouts. This will reduce the PeopleSoft annual leave balance by the amount entered in Time and Labor.
Does your agency use an internal system to manage annual leave balances? Then only use TERPO to process annual leave payouts. This will not have an impact to the PeopleSoft leave system.
REMINDER: Beginning April 1, the Mail Drop ID field on the Payroll Data 2 tab (Compensate Employees > Maintain Payroll Data (US) > Use > Payroll Data) will be used for Warrant Sequence. The Mail Drop ID field will be used to sort Pay Checks and Earnings Statements.
This weekend the values that are currently in the Location field on Job Data will be copied to the Mail Drop ID field on Payroll Data for active employees. When you log in to PeopleSoft Monday, April 2, your payroll team will need to begin entering the Warrant Sequence on the Payroll Data 2 tab for any employee whose Warrant Sequence changes after April 1 and new employees.
After April 1, the Location field on Job Data, which has previously been used for Warrant Sequence, will be used to identify the employee’s physical work location. The CORE Team will be working with each agency to identify the locations. Because it will take us some time to implement the true locations, you will need to continue entering valid values in the Location field on Job Data. However, the value in the Location field will no longer control the sorting of Pay Checks and Earnings Statements.
Three new queries have been migrated to PeopleSoft HRMS Production. They are:
These 3 new queries replace the GO_HR_EMPLCLASS_TO_PROBDT query, which will be deleted.
The results of these queries will look familiar to you since the CORE Team has been sending the results to you for the past few months. You will now be able to run the queries for your agency, any time you wish.
The following is how the Empl Class and Probation Date fields should be populated:
The following query has been migrated to PeopleSoft HRMS Production as part of the query clean up project: GO_HR_FLSA_AGENCY_USE.
The new query replaces the following 2 queries:
Please begin using the new query for any FLSA review/validation as the 2 old queries will be deleted.
In reference to the Office of Personnel Management's letter dated Feb. 2, 2007, state agencies must comply with the usage of the effective date to be used in PeopleSoft for transitioning employees to the higher Leave Accrual levels. If you have not already started using the beginning of the Anniversary Month as the effective date, starting with the February accruals you should start moving the employees to the next level in their Anniversary month greater than 5 years, but less than 10 years, greater than 10 years, but less than 20 years and 20 years and over. This procedure is not to be made retroactive. If you desire further information, you can contact Mr. Tom Patt at OPM, (405) 522-0422.
This message concerns the new paid administrative leave due to the Emergency Amendments to the Merit Rules on December 29, 2006, regarding leave when offices are closed or services are reduced due to unsafe working conditions or services are temporarily reduced due to hazardous weather.
The following Comp Time Plan, [ADMIN LVE], have been set up for use in PeopleSoft to track the hours for those employees who were considered responsible for basic minimum service and are required to work when state services are temporarily reduced due to hazardous weather conditions. The employees are entitled to accrue administrative leave on a straight time basis for all hours worked during such reduction. Administrative Leave must be taken within 180 days of its accrual or the employee shall be paid for the leave.
Following are the Time Reporting Codes (TRC’s) to use to maintain this plan:
For those employees that did not work on the days declared unsafe, you should continue to use the following Administrative Leave codes:
For those Agencies that do not use PeopleSoft to manage their Administrative Leave Comp Plan, you will need to use the following TRC code, if an employee accrues the Administrative Leave and they are unable to take it off and it needs to be paid:
If you have any questions, please contact the OSF Help Desk at (405) 521-2444 or 1-866-521-2444 or by e-mail at HelpDesk@osf.ok.gov.
As a reminder, on June 14, 2004, the Office of Personnel Management (OPM) issued an All Appointing Authority Memo (OPM 04-24) concerning Legislation passed for all employees of the State of Oklahoma to be on Direct Deposit. Following is a brief description of the text of the bill and the link to the memo.
Direct Deposit Senate
Section 3 of Enrolled SB 1580 requires all state employees to participate in the direct deposit payroll system. Employees hired after December 31, 2004, must identify a financial institution that will serve as a personal depository agent for the employee at the time he or she enters on duty with the state. Those hired before December 31, 2004, who are not currently participating in the system, have until June 30, 2007, to identify such a financial institution. Section 3 also requires the OPM Administrator to adopt direct deposit rules that include limited exceptions to the required participation of state employees
Amends 74:292.12; effective Aug. 27, 2004.
The State Treasurer's Office has developed an online enrollment process with the assistance of the Office of Personnel Management for agency payroll personnel to use for employees who choose to deposit to the PayCard. The enrollment forms must be filled out and returned to the State Treasurer's Office before the Human Resource Manager can obtain access to the PayCard enrollment system. For your convenience the forms can be downloaded in Microsoft Word format from www.treasurer.ok.gov.
The State Treasurer's Office has published PayCard information on its Web site.
Any agency payroll personnel needing more information may contact Betty A. Pearson, Electronic Funds Transfer manager, Office of State Treasurer, at (405) 521-6070, by fax (405) 521-4176 or by e-mail at email@example.com.